10 Advantages of Using Online Employee Database Solutions
Employee data is a valuable resource, and the way you manage it affects multiple aspects of your business. Digital solutions for employee data management improve employees’ performance, work satisfaction, business decisions, task planning, and payroll. You have to make sure your employee data is secure, easy to access, and well-organized. When you don’t use the right tools, managing an extensive repository of employee data can be time-consuming and error-prone.
Cloud-based employee database management systems keep employee data in a single digital space. They take care of data security, storage space, and access rights. If you don’t already use them in your company, check out the following advantages and make an informed decision. Keep in mind that these advantages apply to companies of all sizes, profiles, and industries.
Let’s reflect on the most important advantages such software will offer to you and your employees:
1. Keep employee information in a well-organized digital workspace
An online employee database keeps all employee data in a single workspace and provides digital HR tools for organizing employee records, contacts, and professional details. Employee information will be well-organized, and you can edit them when it’s needed. Searching for a colleague is super-fast and gives you the information you’re looking for in an instant. Furthermore, HR digital solutions allow you to set up offices, teams, groups of people, and anything else you might need to organize your data.
2. Boost overall employee management efficiency
Online employee database software simplifies the work of the HR department. Employee management systems facilitate preparing a headcount report, checking the time-off balance for an employee, responding to a leave request, or adding or removing employees. It will also be easy to track information and analyze trends, which is very difficult to do when using spreadsheets or paper files. Having an efficient records system helps you become a better manager, a better decision-maker, and a better colleague. At the same time, it enables you to optimize overall people tasks and increase the efficiency of the HR department.
3. Reduce manual work
Manual work is not only time-consuming but also error-prone. When you have to look in different spreadsheets and manually update information based on emails and phone calls, you’ll probably make at least one error. Online employee database systems reduce risks to a minimum and improve the workflow of the HR department. It will become effortless to track absenteeism, prevent leave clashes, and avoid conflicts. Furthermore, online employee database software provides automatic tools for computing service length and calendar feeds with employee absences and birthdays. You’ll be more responsive, attentive to detail, and present in your employees’ work paths.
4. Empower your people with remote access
Because the employee database is cloud-based, you can access data from anywhere and using any device. It doesn’t matter if your team is remote, scattered around three continents, or working hard in a small office. It’s a safe way to have access to data 24/7 to your employees' portal without coming to the office. You’ll have less paperwork to manage and more time to spend on complex tasks. Employees’ profiles will be centralized in a single HR web app, allowing you to focus more on people.
5. Improved data security with custom access levels
Safety is another significant benefit that online employee database solutions provide. When you have custom access levels for different team members or other departments, you limit access to sensitive data. You can grant individual access rights and allow people to see just the details they need to see. For example, managers may have access to their teams’ data, HR team members may have access to all data, accountancy may have access to leave balances and payroll data, and regular employees may have access to their records. Learn more about the employee management solutions that LeaveBoard is offering.
Custom access levels release you from answering requests from employees and managers and reduce repetitive tasks in the HR department. You’ll be able to offer transparency, confidentiality, and security at the same time. The access permission system allows you to modify access levels anytime you need to, adapting to the company’s evolution.
6. Improved clarity with the dynamic org chart
Because it allows you to create groups and grant custom access levels, employee database software makes it easy to create and maintain the organizational chart. You’ll have dynamic list view representations and other mechanisms to visualize data. Dynamic organizational charts are helpful for evaluations, reports, planning, and getting a general overview of your workforce. They’re accommodating when dealing with the international workforce, remote work, or employees with different work schedules, time zones, or policies.
7. Find the right employee information in seconds
When you’re dealing with an extensive repository of data, searching and filtering may be a challenge. With an online employee directory software, you access innovative tools for browsing, grouping, and searching. You can easily see the status of an employee or the situation of a department, office, or country. With just a few clicks, you can have the entire work history of an employee or the most recent overview of the whole workforce.
8. Better relation between employee and managers
Most employee database software provides tools for managing employee absence. They allow you to add custom leave policies, personalize leave entitlement for an employee or a group of people, and make updates anytime you want. Each employee may have a personalized working time pattern. You’ll have instant access to accurate leave balances, go through the history of records, receive notifications when time-off entitlement is about to be exceeded, and be able to avoid leave clashes. Furthermore, you’ll be able to generate monthly reports for payroll in just a few seconds.
9. Increase employee engagement with self-service access
Managing time-off takes a lot of time and energy. But if you empower the employees with access to their leave balances and provide employee self-service, you can save a lot of time. Online employee database solutions provide employee portals in which each employee can request time-off, see their leave balance, and access their HR data. Employee self-service reduces the number of HR requests, increases responsiveness, and provides transparency. The long-term advantage is an increase in employees’ responsibility and trust in the company.
10. Leverage HR analytics and reports
Employee directories also provide tools for computing valuable HR metrics such as service length, upcoming birthdays, and work anniversaries. They are essential for HR analytics and reports, getting to know your workforce, celebrating milestones, and enhancing work satisfaction.
By turning employee data into valuable insights like headcount or turnover, you can make informed decisions. Employee directories are an easy solution for improving communication between teams, integrating new employees, and searching for people with a specific profile.
Conclusion
Online employee database solutions are the most efficient ways of managing employee data. They work equally well for small and large companies and release the HR department of repetitive and time-consuming tasks. At the same time, employee database systems provide easy access, safety, and a well-structured mechanism of keeping data. But they aren’t just a help for the HR team. The entire company benefits from using them. Online employee database solutions improve communication and collaboration, engage employees and managers, and increase responsibility and performance.
